This page explains what you can do on Guest Check-in screen on Acall Portal.

 

What is guest check-in?

The following items are listed in the Guest Check-in screen.

• Workspace reservation (internal/external) information
• Visitors Information about invitation passes on Acall Reception and visitors without appointments

NOTE
・Spot reservation information will not be displayed.
・Immediate use on Acall Meeting will not be displayed.
・Depending on your company settings, reservation details and permissions, some information may not be displayed.

 

Guest check-in screen

Item	Description
①	Filter reservations by date.
②	Switch the display of guests/persons in charge ON: Display all the guests and persons in charge. OFF: Display only one guest/person in charge, and folds up other guests/persons in charge.  ※ON/OFF is retained even if the screen is refreshed.
③	Filter by data type (Internal/External/Cancelled/No appointment/invitation pass/Only mine).　  ※Filter is retained even if the screen is refreshed.  ※If you select multiple types, OR condition is applied.  ※If you disable invitation pass, it will not be displayed.
④	Filter the list of data by any keyword for the following items. Title, guest's company name, guest name, guest email address, meeting room/equipment, name of the person in charge
⑤	Reload to display the latest data.
⑥	Results of narrowing down the conditions.
⑦	Select whether to show or hide the items (columns) on the list and rearrange. Reloading the screen will reset this settings.
⑧	Set the maximum number of rows on a single page.
⑨	The number of data. If there are more data than can be displayed on a single page, you can move to the next page.

 

Items for guest check-in 

Item	Description
Date of Creation ※1	Internal/External: Date/time of the appoint creation. No appointment: Date/time of when the guest called on Acall Reception.
Schedule ※1	Internal/External: Start and end time of the appointment. No appointment: No data is displayed.   If it is a repeat appointment, repeating icon is displayed.   If the workspace is connected to Acall Meeting and it is an ongoing meeting, "STARTED" mark is displayed.
Type (Internal/External) ※1	The type of the data.   Internal meeting External meeting   Automatically cancelled internal/external meeting which is held in a workspace connected to Acall Meeting. Visitor with invitation pass or visitors without an appointment using Acall Reception.   Visitor used Acall Reception with invitation pass
Subject ※1	Internal/external: Title of the appointment. No appointment: Menu that the guests selected on Acall Reception.
Guests	Internal/External: Guests registered for the appointment. No appointment: No data is displayed. If there are multiple guests, [number of other guests] / [close] will be displayed and click to expand / collapse.
Admission card loan ※2	Register entrance card information.
Entered ※1	The number of registered guests and the number of guests who actually entered.
Left ※1	The number of registered guests and the number of guests who actually exited.
Staff	Internal/External: Workers in charge of the appointment. Without appointment: Worker who guest selected on Acall Reception. Name of the staff and email address will be displayed by clicking the icon.
Approved by	Worker who first answered visitor notifications.
Facilities	Internal/External: Meeting room or equipment selected when creating the appointment. Without appointment: No data is displayed.
Edit（Pencil icon）	Open edit screen.

NOTE
※1 You can sort by clicking each item name.
※2 Items are displayed when you have option settings or contracts.

 

Edit appointments (external/internal)

NOTE
・You can edit external/internal appointments only.
・Only appointments created by you can be edited.

 

Click [Edit] icon of the appointment you want to edit.

 

Edit the information.

NOTE
・Please refer to [Create Reservation on Acall Portal] for input information on reservations.

 

Delete appointments (external/internal)

NOTE
・You can delete external and internal appointments only.
・Only appointments created by you can be deleted.
・Deleting past appointments is not available.

 

Click [Edit] of the appointment you want to delete.

 

Click "INFO".

 

Click "DELETE" and "OK".

 

Send appointment code to the guest

NOTE
・For external appointments only.

 

Click [Edit] icon of the appointment you want to edit.

 

Click the [email] icon.

 

Edit the subject and body, and click [SEND].

 

When you want to send the invitation to multiple guests, click three dots leader and choose [batch transmission].

 

Download appointment code

NOTE
・For external appointments only.

You can download the appointment code and send to the guest manually.

 

Click [QR code] icon.

 

Click [DOWNLOAD].

 

Entrance/exit procedure

NOTE
・For external appointments and no appointments only.

 

Click [Edit] of the appointment you want to edit.

 

Click "STATUS" tab. You can check the time of entry/exit and edit or record entry/exit time of the guest.

No	Item	Description
①	Record entry	Record (edit) the entrance time of the guest. If it has already been recorded, it will be displayed in green and the entrance time will be displayed. Entrance time is when the person in charge answers the visitor notification after the guest called the person in charge on Acall Reception.
②	Record exit	Record the exit time. If it has already been recorded, it will be displayed in red and the exit time will be displayed. Please refer to [Use Admission Card to Process the Exit] for the exit procedure with admission cards.

NOTE
・You can not edit entrance/exit time after recording the exit time.

 

When you want to process the entry of multiple guests at the same time, click three dots leader and choose "batch entrance".

 

For exit of multiple guests, you can select "batch exiting".

 

Print admission card

You can print admission card for the guests who have already been processed for entrance.

NOTE
・Admission card setting is required in advance.
Please refer to [Print Admission Card / Sheet].

 

Click printer icon.

 

Select device, guests and template. Click "CREATE A PRINT QUEUE".

 

 

Register entrance card

NOTE
Please refer to [Use Borrowing Function for Admission Card] for more information about entrance card lending feature.
This feature needs to be set up on Acall side. In case you want to use this feature, please contact us.

 

Click the IC card icon to register.

 

Download and send iCalender(ics) file

NOTE
・External appointments and no appointment only.
・Administrators need to enable this feature in advance.
 Click [Settings] > [Company setting] in the side menu on Acall Portal 
 and turn on [Generate iCalendar(ics)File] toggle.

 

Click the calendar icon and download iCalendar(ics) file.

NOTE
When this feature is enabled,  iCalendar(ics) file will be automatically attached to the invitation email.